December 5, 2017 7:30 pm


 

Status Completed

Group Board of Trustees

Location 300 Portwine Ave Riverwoods, IL 60015

Agenda

Agenda

Minutes

APPROVED

In Attendance:

Cheryl Chamberlain
Kristine Ford
Michael Haber
Henry Hollander
Rick Jamerson
John Norris, Mayor

Absent:

Eric Goldstein

Also Present:

Rob Durning, Director of Community Service
Brian Wesolowski, Village Engineer
Bruce Huvard, Village Attorney
Irene Gagerman, Village Clerk
Bob Fialkowski, Finance Director

Call to Order: 7:30 PM

Moment of Silence

Mayor Norris sadly reported the passing of William Svatik. Mr. Svatik served the Village for a number of years and was also a veteran. The funeral arrangements will be announced when they are available.

Approval of Minutes

Trustee Chamberlain moved to approve the minutes from the November 21, 2017 Board of Trustees meeting. Trustee Jamerson seconded the motion. The motion passed unanimously on a voice vote with Trustee Haber abstaining.

Plan Commission Report

Chairman David Niedelman reported that the Plan Commission did not meet in December. Dogtopia has withdrawn their petition to open up in Riverwoods. Mr. Huvard indicated that the January 11, 2018 meeting could include a Public Hearing on the Woodland Protection Ordinance.

Engineer’s Report

Mr. Wesolowski reported that there are three water services that need to be installed on Columbine Lane. The work should be completed by the middle of next week. The Village has received signed contracts for the Portwine Sanitary extension and will discuss the schedule with the contractor to set a date to begin the work.

Police Report

Chief Dayno presented highlights from the Police Report since the last Board of Trustees meeting. He noted that on December 3, 2017, two burglaries to vehicles at the same address were reported. Both vehicles were unlocked. The police report is attached to the end of the minutes. Trustee Hollander asked whether the burglaries to vehicle were by local residents. Chief Dayno noted that Lincolnshire also had burglaries to vehicles. He indicated that the majority are committed by gang members coming from the city that are looking for unlocked cars.
Chief Dayno added that the radio issues that the department has been experiencing have been resolved with the replacement of the receiver on the Westin Hotel with a repeater.

Informational Items & Comments from the President

 Status on LDOT-Deerfield Road Planning – SIG
Trustee Hollander reported that the Village will meet with LCDOT on December 19, 2017.
 Brushwood Breakfast Invitation – Saturday December 9, 2017 at 9:00 am
Mayor Norris hopes that the Trustees are able to attend the breakfast on such short notice.
 Toys for Tots
Mayor Norris reported that the pickup for Toys for Tots is next week. He encouraged everyone to drop off unwrapped toys at Village Hall.
 DBR Luncheon
The DBR Chamber of Commerce luncheon is on Thursday. The Village has at least two spots reserved. Mayor Norris encouraged the Trustees to attend.
Trustee Ford asked for an update on the handicapped door. Mayor Norris noted it will be installed tomorrow.
Visitors Wishing to Address the Board
There were no visitors wishing to address the Board on non-agenda items.

New Business

 Review of the 2016 Audit – Seldon Fox
Ed Tracy with Seldon Fox explained the audit process. He explained they look at internal controls, a formal approval process, timely reconciliations, and proper segregation of duties. They also confirm the balances between the financial statements and third-party reports, look at the long term assets and liabilities as well as the cash funds. They then submit some journal entries, significantly, depreciation entries in the water fund. Seldon Fox gave the Village an unmodified opinion, which is the highest form of assurance that the statements are properly presented. Mr. Tracy noted that the expenses came in under budget and there was a small income for the year. There were no sufficient weaknesses in the financial control structure.
Mr. Tracy noted that the State may no longer accept financial statements in a modified cash method starting 2019. If so, the Village will need to change to a modified accrual basis, which will require that the Village start changing in 2018, as it is a two-year process. Trustee Jamerson asked if the Village should change to the modified accrual basis reporting even if it is not mandated by the State. Mr. Fialkowski explained that expenses are paid promptly by the Village so that changing to an accrual system would not have a major impact on the financials. He noted that the Village has actually started to reflect expenses on an accrual basis. As an example, the annual insurance payment made at the end of 2017 was recorded as a prepaid expense which will be expensed monthly throughout 2018. Trustee Chamberlain reminded the Trustees of the need to evaluate the reserves for the water and sewer funds.
Trustee Chamberlain moved to accept the 2016 audit. Trustee Jameson seconded the motion. The motion passed unanimously on a voice vote.
 Ordinance 17-12-12 for the 2017 Levy of Taxes in the Village of Riverwoods
Mr. Huvard reported that this is the annual tax levy for the Village. The only property tax being levied is for the police department. Even though the Village is a home rule community, they try to adhere to the tax cap from Vernon Township. This year, the tax cap is 4% and the tax levy is $508,000 with a CPI factor of 0.9%. The rest of the Tax Levy Ordinance includes the various tax levies for the SSAs. Mr. Huvard also adds the outstanding bond issue information.
Trustee Haber stated that the record should reflect that the levy for the police is less than the cost to the Village for the police. He noted that the General Fund subsidizes the police department to keep the levy lower. Trustee Jamerson inquired as to whether or not the Village was restricted to an upper limit of raising taxes in any given year. Mr. Huvard replied that that they were not. Mayor Norris explained that the Village placed a restriction on themselves when they became a home rule community that they would not raise taxes at a rate higher than if the Village was not a home rule community. Trustee Chamberlain stated that should circumstances change, she would not be reluctant to do what would be necessary to exercise good financial management. Mayor Norris agreed. He added that it’s been quite a few years since the Village placed that restriction and agrees that the residents would want the Board to maintain fiscal prudence.
Trustee Chamberlain moved to waive the First Reading of the Ordinance. Trustee Jamerson seconded the motion. The motion passed unanimously on a voice vote.
Trustee Chamberlain moved for Second Reading and adoption of the Ordinance for the 2017 Levy of Taxes in the Village of Riverwoods. Trustee Jamerson seconded the motion. The motion passed by the following vote:
AYES: Chamberlain, Ford, Haber, Hollander, Jamerson (5)
NAYS: None (0)
 Ordinance abating the 2017 Tax Levy for $260,000 for Special Service Area 25 Special Tax Bonds, Series 2013
Mayor Norris indicated this item would be held for a future meeting.
 Ordinance 17-12-13 abating the 2017 Tax Levy for $644,000 for Special Service Area 26 Special Tax Bonds Series 2013
Mr. Huvard explained that SSA 26 did a large maintenance project in the fall of 2013. Because the project came in substantially below bid, there is a surplus in the bond issue. Mr. Huvard looked for an easy and inexpensive way to deal with the surplus. With Northside Bank’s approval, the debt service on the bond will be abated each year so that the levy on the residents in the SSA will be lower.
Trustee Jamerson moved to waive the First Reading of the Ordinance. Trustee Chamberlain seconded the motion. The motion passed unanimously on a voice vote.
Trustee Jamerson moved to adopt an Ordinance abating the 2017 tax levy for Special Service Area 26 Special Tax Bonds Series 2013 in the amount of $644,000. Trustee Chamberlain seconded the motion. The motion passed by the following vote:
AYES: Chamberlain, Ford, Haber, Hollander, Jamerson (5)
NAYS: None (0)
 Ordinance 17-12-14 abating the 2017 Tax Levy for $60,000 for Special Service Area 27 Special Tax Bonds Series 2014
Trustee Jamerson moved to waive the First Reading of the Ordinance. Trustee Chamberlain seconded the motion. The motion passed unanimously on a voice vote.
Trustee Chamberlain moved to adopt an Ordinance abating the 2017 tax levy for Special Service Area 27 Special Tax Bonds Series 2014 in the amount of $60,000. Trustee Jamerson seconded the motion. The motion passed by the following vote:
AYES: Chamberlain, Ford, Haber, Hollander, Jamerson (5)
NAYS: None (0)

Old Business

 Tree Ordinance – Second Reading
 Woodland Ordinance – Second Reading
Mayor Norris explained that the Tree and Woodland Ordinances will be merged into one Ordinance. The new Ordinance will be brought up at the next meeting.
Standing Committee Reports
External Communications / Bike Path / Environment – Trustee Chamberlain reported that the branding campaign is moving along. The branding folks have received the documents they requested as well as names of new and established residents from all four quadrants of the Village with whom they can speak.
Police / Building – Trustee Jamerson noted that the Building Report is included in the packet.
Communications / IT / Budget – Mayor Norris reported that the website is progressing. The Village has a recommended hosting vendor at a cost of $150 per year. There were a couple of meetings and they went through the basic site map. They are on schedule for Phase I to be completed in January.

Adjournment

There being no further business or discussion, Trustee Chamberlain moved to adjourn the meeting. Trustee Jamerson seconded the motion. The motion passed unanimously. The meeting was adjourned at 8:34 PM.

The next regular meeting of the Board of Trustees is scheduled for December 19, 2017 at 7:30 PM at Village Hall.

Respectfully submitted,
Irene Gagerman, Village Clerk
Transcribed by Jeri Cotton

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